Navigating Information Management in the Age of AI: Challenges and Strategies for Businesses

Access Information Management’s Paul Dimmig offers insights on navigating information management in the age of AI. This article originally appeared on Solutions Review’s Insight Jam, an enterprise IT community enabling the human conversation on AI.

The need to rapidly integrate artificial intelligence (AI) into business operations combined with the ever-growing tidal wave of information available to analyze today presents both pros and cons for businesses trying to gain value from it. While AI offers unprecedented opportunities for innovation and efficiency, it also introduces significant challenges regarding data management, compliance, security, and resource allocation. Findings from the 2024 State of the Records and Information Management Industry research provide a clear view into the struggles businesses face and the strategies they can employ to navigate this complex landscape.

The Data Deluge and Lack of Expertise

According to the research, the volume of data managed by organizations has surged, with 74 percent of decision-makers reporting an increase over the past year. However, only 23 percent believe their organizations possess expert-level knowledge about records and information management (RIM) practices, including AI adoption. This disparity between data growth and expertise underscores a critical vulnerability. Businesses are amassing data and information faster than they can manage it effectively, increasing the risk of data breaches and compliance failures.

To address this, companies must prioritize IT security along with the development of their RIM capabilities by investing in specialized training for current employees, hiring experienced information management professionals, and/or partnering with expert third-party RIM service providers. By bolstering their expertise, organizations can better safeguard their data, mitigate risk, and navigate the complexities of AI integration.

Compliance and Security Challenges

The increasingly complex regulatory landscape has 45 percent of decision-makers citing difficulties complying with evolving regulations, with the most significant hurdles being keeping up with changing laws (44 percent) and navigating industry-specific compliance challenges (37 percent). Furthermore, 13 percent of organizations admit to conducting compliance reviews only once every one to two years or longer, leaving them vulnerable to regulatory breaches.

To mitigate these risks, businesses should implement continuous compliance monitoring systems and conduct regular audits with updates to compliance protocols when necessary. Leveraging AI and automation can also help expedite tracking regulatory changes and ensure policies are updated in real-time. By adopting proactive compliance strategies like these, organizations can reduce the likelihood of facing costly fines, legal issues, data breaches, and reputational damage.

Resistance to Change

Transitioning from a traditional to a hybrid or digital-first environment takes time and can be challenging, especially when there is resistance to change. The above-mentioned research reveals that 33 percent of organizations face significant pushback when attempting to digitize their records and information management processes. This resistance can stem from a lack of understanding of the benefits of digitization or fear of job displacement due to automation.

To overcome this challenge, leaders must foster a culture of innovation and continuous improvement. Clear communication about the benefits of digitization—such as greater data accessibility (48 percent), time savings (46 percent), and increased productivity (46 percent)—can help alleviate fears. Additionally, involving employees in the planning and implementation phases can increase buy-in and reduce resistance. Providing adequate training and support throughout the transition is also crucial to ensure a smoother transition and changeover.

Resource Limitations

A significant barrier to effective RIM and AI integration is the lack of in-house experience and resources, with 35 percent of organizations identifying this as a major challenge. This shortage of skilled personnel can impede the successful adoption of new technologies and the optimization of information management practices.

Organizations can address this issue by investing in the professional development of their current workforce and recruiting new talent with the necessary expertise. Partnering with external RIM providers can also provide access to guidance and specialized skills that may not be available internally. By expanding their resource base, companies can better manage their data and leverage AI technologies.

Strategic Opportunities

Despite these challenges, businesses have significant opportunities to enhance their information management practices. Decision-makers predict that increased automation and AI integration (44 percent) and new or changing laws and regulations (42 percent) will be the biggest drivers of change in the RIM industry over the next 12 months. By staying ahead of these trends and industry shifts, organizations can position themselves for success.

Investing in AI and automation can streamline data management processes, improve accuracy, and reduce manual workloads. Implementing advanced analytics can also provide valuable insights into information usage and compliance trends, enabling more informed decision-making. Moreover, staying informed about regulatory changes and proactively updating compliance strategies can help organizations avoid pitfalls and maintain robust data security.

Ultimately, navigating the challenges and unknowns that can accompany AI integration requires a multifaceted approach. Businesses must prioritize developing their RIM expertise, implementing robust compliance and security measures, addressing resistance to change, and managing resource limitations. In an era where data is both a valuable asset and a potential liability, the importance of expert-level information management cannot be overstated. By investing in the right tools, training, and partnerships, businesses can navigate the challenges of information overload while unlocking the full potential of AI and automation to drive better insights, innovation and growth.